Project Management: Build a Common Room for Students on Campus
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The essence of this report is focused on design and construction of a common room building project within the college premise in New Zealand. However, for successful design and implementation of this project an accurate timeframe including a WBS, network diagram should be prepared and those are also illustrated in this report.
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Running head: PROJECT MANAGEMENT Project Management: Build a common room for students on campus Name of the student: Name of the university:
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1PROJECT MANAGEMENT Executive Summary The essence of this report is focused on design and construction of a common room building project within the college premise in New Zealand. However, for successful design and implementation of this project an accurate timeframe including a WBS, network diagram should be prepared and those are also illustratedin thisreport. Apart from this, a stakeholder management and resource management plan are demonstrated in this report. It is assumed that if all the specifications are properly followed and maintained accordingly then the project team members and the project manager will be able to meet the objectives.
2PROJECT MANAGEMENT Table of Contents Introduction......................................................................................................................................3 Task 1: Project plan requirements...................................................................................................3 1.1 Task indication and structures...............................................................................................3 a. Development of a detailed task list......................................................................................3 b. Development of a Work Breakdown Structure (WBS).......................................................5 1.2 Network Diagram and scheduling.........................................................................................5 a. Prepare a Gantt chart............................................................................................................5 b. Drawing a network diagram and a critical path...................................................................9 1.3 Resources and budget allocation...........................................................................................9 a. Preparation of a resource list................................................................................................9 b. Allocation of budget for each activity...............................................................................10 c. Estimation of overall project budget..................................................................................11 1.4 Risk management plan.........................................................................................................11 a. Identification of risks associated to each project activities................................................11 b. Risk analysis plan based on probability and impact..........................................................12 c. Identification and explain the response plan along with the corresponding tasks.............13 1.5 Human Resource Management plan....................................................................................14 a. Describing the roles and responsibilities of a project manager and team members..........14 b. developing responsibility matrix for each of the team members.......................................15 1.6 Presentation..........................................................................................................................17 Task 2: Collaboration with key stakeholders.................................................................................17 2.1 Identification of key stakeholders........................................................................................17 2.2 Expectation from each stakeholder......................................................................................18
3PROJECT MANAGEMENT 2.3 Challenges faced by the team leaders..................................................................................19 2.4 Development and description of techniques to maintain productive collaboration with the stakeholders...............................................................................................................................20 2.5 Techniques for conflict resolution.......................................................................................20 2.6 Challenges faced project leaders while managing culturally diverse project team.............21 2.7 Explaining the importance of professional behavior...........................................................21 Example of unprofessional behavior.........................................................................................21 2.8 Examining the culturally and socially appropriate behaviors relating project management ...................................................................................................................................................22 Conclusion.....................................................................................................................................22 References......................................................................................................................................24
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4PROJECT MANAGEMENT Introduction This report depicts the crucial necessity of using project management prcatices while implementing any project in the real life scenario. For this specific report the case scenario that has been chosen is building of a common room for students within the college campus in New Zealand. In order to build the common room the project manager requires assigning proper stakeholders and resources to this project. Apart from this, the construction is required to be absolutely professional following the waterfall project development method. A detail task list including Gantt chart, resource list, stakeholder list and network diagram is also elaborated in this report. The Work Breakdown Structure (WBS) developed for this project identifies the key stakeholders, their roles, interest and also the policy and timeframe they are needed to follow throughout the project planning and implementation period. Task 1: Project plan requirements 1.1 Task indication and structures a. Development of a detailed task list WBSTask Name 0Common room building project 1Project initiation phase 1.1Survey to identify the need for common room building project 1.1.1Site inspection 1.1.2Request permits 1.1.3Buying project materials 1.1.4Taking permits from the college authority and governing body 1.1.5Contract signing to contractor ad sub contractors 1.1.5.1Lay foundation
5PROJECT MANAGEMENT 1.1.5.2Project budget estimation 1.1.5.3Project outline document design 2Project planning phase 2.1Details survey of the site 2.2Contract to interior 2.3Contract to painter 2.4Contract to electrician and plumbers 3Installation of wallboard 3.1Building substructure and a superstructure for the common room 3.2External work details 3.3Final testing and commission 3.4Common room structure outlining 3.5Final construction with quality interior and exterior 4Project execution phase 4.1Columns reinforce, shuttering and concrete 4.2Slabs shuttering by installing ribs 4.3Reinforcing and concrete slabs 4.4Construction finalization 5Project monitoring phase 5.1Interior finalization with painting 5.2Cladding exterior wall 5.3Floor tiling with false ceiling design 6Project closure phase 6.1Placing furniture as per the needs 6.2Placing indoor gaming (TT, Chase, carom)
6PROJECT MANAGEMENT b. Development of a Work Breakdown Structure (WBS) Common room building project Project initiation phase Survey to identify the need for common room building project Site inspection Request permits Buying project materials Taking permits from the college authority and governing body Contract signing to contractor ad sub contractors Lay foundation Project budget estimation Project outline document design Project planning phase Details survey of the site Contract to interior Contract to painter Contract to electrician and plumbers Installation of wallboard Building substructure and a superstructure for the common room External work details Final testing and commission Common room structure outlining Final construction with quality interior and exterior Project execution phase Columns reinforce, shuttering and concrete Slabs shuttering by installing ribs Reinforcing and concrete slabs Construction finalization Project monitoring phase Interior finalization with painting Cladding exterior wall Floor tiling with false ceiling design Project closure phase Placing furniture as per the needs Placing indoor gaming (TT, Chase, carom) Figure 1: Work Breakdown Structure (WBS) (Source: created by author) 1.2 Network Diagram and scheduling a. Prepare a Gantt chart WBSTask NameDurationStartFinishResource NamesCost 0Common room building project155 daysTue 1/22/19 Mon 8/26/19$33,556.00 1Project initiation phase32 daysTue 1/22/19 Wed 3/6/19$6,168.00 1.1 Survey to identify the need for common room building project 32 daysTue 1/22/19 Wed 3/6/19$6,168.00 1.1.1Site inspection6 daysTueTueProject manager$960.00
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10PROJECT MANAGEMENT b. Drawing a network diagram and a critical path Figure 3: Network Diagram for the Common room building project (Source: created by author) 1.3 Resources and budget allocation a. Preparation of a resource list Resource NameMax. UnitsStd. RateCost/UseAccrue AtBase Calendar Project manager100%$20.00/hr$0.00ProratedStandard finance manager100%$18.00/hr$0.00ProratedStandard civil engineer100%$17.00/hr$0.00ProratedStandard architect100%$16.00/hr$0.00ProratedStandard contractor100%$25.00/hr$0.00ProratedStandard subcontractor100%$15.00/hr$0.00ProratedStandard electric cost$200.00$0.00Prorated Interior cost$1,800.00$0.00Prorated labors100%$5.00/hr$0.00ProratedStandard
11PROJECT MANAGEMENT exterior cost$2,500.00$0.00Prorated slab building$800.00$0.00Prorated wall painting$600.00$0.00Prorated Flooring cost$500.00$0.00Prorated b. Allocation of budget for each activity WBSTask NameDurationResource NamesCost 0Common room building project155 days$33,556.00 1Project initiation phase32 days$6,168.00 1.1Survey to identify the need for common room building project32 days$6,168.00 1.1.1Site inspection6 daysProject manager$960.00 1.1.2Request permits5 dayscontractor$1,000.00 1.1.3Buying project materials9 dayssubcontractor$1,080.00 1.1.4Taking permits from the college authority and governing body5 dayscivil engineer$680.00 1.1.5Contract signing to contractor ad sub contractors17 days$2,448.00 1.1.5.1Lay foundation6 daysarchitect$768.00 1.1.5.2Project budget estimation5 daysfinance manager$720.00 1.1.5.3Project outline document design6 daysProject manager$960.00 2Project planning phase22 days$5,224.00 2.1Details survey of the site8 daysarchitect, contractor$2,624.00 2.2Contract to interior3 daysInterior cost[1]$1,800.00 2.3Contract to painter6 dayswall painting [1]$600.00 2.4Contract to electrician and plumbers5 dayselectric cost[1]$200.00 3Installation of wallboard38 days$9,900.00 3.1Building substructure and a superstructure for the common room7 daysexterior cost[1]$2,500.00 3.2External work details8 dayscontractor$1,600.00 3.3Final testing and commission8 daysProject manager$1,280.00 3.4Common room structure outlining5 daysarchitect, civil engineer$1,320.00 3.5Final construction with quality interior and exterior10 dayscontractor, subcontractor$3,200.00 4Project execution phase31 days$5,864.00 4.1Columns reinforce, shuttering and concrete5 dayslabors, slab building[1]$1,000.00 4.2Slabs shuttering by installing ribs9 daysslab building[1]$800.00
12PROJECT MANAGEMENT 4.3Reinforcing and concrete slabs8 daysarchitect, contractor$2,624.00 4.4Construction finalization9 daysProject manager$1,440.00 5Project monitoring phase19 days$3,580.00 5.1Interior finalization with painting5 daysInterior cost[1]$1,800.00 5.2Cladding exterior wall5 dayscivil engineer, subcontractor$1,280.00 5.3Floor tiling with false ceiling design9 daysFlooring cost[1]$500.00 6Project closure phase13 days$2,820.00 6.1Placing furniture as per the needs5 daysarchitect, civil engineer$1,320.00 6.2Placing indoor gaming (TT, Chase, carom)8 daysgaming cost[1]$1,500.00 c. Estimation of overall project budget In order to accomplish the common room building construction project the net budget that has been estimated is $36,000. It is the responsibility of the assigned project team members to accomplish their assigned roles within that time and cost. 1.4 Risk management plan a. Identification of risks associated to each project activities Project initiation phaseRisks Surveytoidentifythe need for common room building project If proper results are not gathered or collected from college governing body/committeeandstudentsregardingitsneedthentheentire project will fail to meet the owner’s requirements Contractsigningto contractorandsub contractors Before staring the project contractors and subcontractors should be assigned to their respective roles. If it is not done accurately then the project will fail to meet the preliminary construction needs and requirements. Project planning phaseThe project charter is required to be developed in this phase to ensure
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13PROJECT MANAGEMENT the project outline if it is not done then the entire project will be a failure. Installation of wallboard The wallboard should be placed properly to ensure the security if its is not done then the security will be interrupted Project execution phase The project must be executed considering all construction elements properly. It is not done then the project objectives will be interrupted completely. Projectmonitoring phase During progress, the project needs to be monitored accordingly rather the project should be properly tracked if tracking is not then the project status report generation will be very much difficult. Project closure phase The project needs to be closed after developing comparing results between the project objectives and project outcomes. If this is not done then major risk with over allocation of cost and over running budget will raise. b. Risk analysis plan based on probability and impact Risk IdName of the risk Impact of the risk Probability of the risk Score for the ranked risks R12Improperbudget estimation Significant (3)Unlikely (2)Medium (6) R10Lackof communication amongthe Catastrophic (5)Moderate (3)High (15)
14PROJECT MANAGEMENT project stakeholders R24Improper allocation of time for the project Likely (4)Minor (1)Low (4) R6Inaccurate resource allocation for the project Catastrophic (5)Major (4)Extreme (20) R4Lackofskills amongthe projectteam members Rare (1)Moderate (2)Low (2) c. Identification and explain the response plan along with the corresponding tasks Risk Id Name of the riskRisk response R12Improper budget estimationAt the project initiation phase, the project finance manager and the contractor requires estimating the net budget for the project.
15PROJECT MANAGEMENT R10Lackofcommunication amongtheproject stakeholders The contractors and the other stakeholders should use open communication while interacting to the rest of the project associates R24Improper allocation of time for the project Based on the task complexities at the project initiation phase the project budget should be prepared by the project manager and the project team members. R6Inaccurateresource allocation for the project Dependingontheprojectrequirements,theresources shouldbeassignedtotheprojecttaskactivities professionally R4Lack of skillsamongthe project team members Assoonastheprojectteamwillbeassignedthe contractorsshouldarrangetraininganddevelopment session for the project associates. 1.5 Human Resource Management plan a. Describing the roles and responsibilities of a project manager and team members MembersRolesResponsibilities Project managerInternalTocompletetheproject within the assigned timeframe and budget Finance managerInternalThe finance manager should estimate the expected net cost of the project before planning
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16PROJECT MANAGEMENT the project details. ContractorExternalThe contractors should assign properrolesand responsibilitiestothe assigned subcontractors Civil engineerExternalThecivilengineermust outlinethedesignofthe outlineofcommonroom beforetheconstruction project get started. ArchitectExternalThe architect are assigned to designtheinteriorand exterior of the common room b. developing responsibility matrix for each of the team members Project activities list Project leadersTeam members of the project Supportive team for the project Project sponsors ContractorSubcontractorProject manage r Finance manager Civil engineer Architect Site inspection CIAI/CRAR/A Request permits CIAI/CRRC/I
17PROJECT MANAGEMENT Buying project materials CIAI/CR/ARI Taking permits from the college authority and governing body RCRIR/ARI Lay foundation IAI/CIACR Project budget estimation CRIIAR/II Project outline document design RR/ARIR/AIC Details survey of the site I/CR/ARR/ARIR/A Contract to interior R/ARIR/A Contract to painter IAI/CR/ARIR/A Contract to electrician and plumbers CRIRIC Building substructure and a superstructure for the common room R/AIAI/CRI External work details R/ARR/ARR/ARR/A Final testing and commission R/AR/AR/A Common room structure outlining AI/CR/AI/CR/AI/CR/A Final construction with quality interior and RIRIRIR
18PROJECT MANAGEMENT exterior Columns reinforce, shuttering and concrete CRR/ARCRR/A Slabs shuttering by installing ribs CAR/ARIAR/A Reinforcing and concrete slabs IAIAI/CR/AR Construction finalization CRCRIR/AR Interior finalization with painting IAI/CR/AI/CR/AR Cladding exterior wall CRIIR/ARI Floor tiling with false ceiling design CRIIAI/CI Placing furniture as per the needs CRICRIC Placing indoor gaming (TT, Chase, carom) CRIIR/ARI 1.6 Presentation Task 2: Collaboration with key stakeholders 2.1 Identification of key stakeholders Project key stakeholders Their importance Resource manager The resource manager plays important role while managing project. They will assign accurate resources with respect to the project activities.
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19PROJECT MANAGEMENT Project sponsorsThe responsibility of the project sponsors are toinvest needful capital so that the project can be accomplished successfully. Contractorsand subcontractor The contractors and subcontractors will help the project manager to provide a quality work to the project owners without cost overrun and schedule slippage. ArchitectAs per the demand and request of the college authority and students the architects should design the common room interior. Due to this reason assigning an architect is much crucial for this common room construction project. 2.2 Expectation from each stakeholder Project key stakeholders Expectation Resource managerIt is expected that the resource manager will control and monitor the progress of the project efficiently. Project sponsorsTheprojectareexpectedlyinvestneedfulcapitalfortheproject completion Contractorsand subcontractor The contractors and the subcontractors are expected to work according to the SLA and contract agreement ArchitectIt is expected that, the architect will deliver a much attractive and beautifully decorated common room for the college students.
20PROJECT MANAGEMENT According to project requirements, project policies and timeframe, it is desired that the expectation from project stakeholders will become absolutely clear and transparent. If proper team support is provided to the higher authorities then the stakeholders will definitely deliver the expected team objectives. 2.3 Challenges faced by the team leaders Communication challenge:Communication challenge or interaction issue is referred to as one of the most significant challenge faced by the project leader. Due to unprofessional interaction the leader may not support the rest of the team members. Insufficient skill among the team members: If it is determined, that the project team members are not having sufficient skills then it will become little difficult for the project leader to govern the team members or lead them towards success framework. Inaccurate risk management: Before identifying target audience always the project leader requires to identify the possible risks and professional response to those. If it is not done professionally then the project leader may face major risks. Not usage of project management software: If the project leader fails to identify, select and choose appropriate project management software then they might face serious issues. Internal team conflict:Due to lack of professional norms and regulations among the project team members sometime it is possible that, the project leaders are failing to keep the team members all together. Internal team conflict is a major issue which needs to be resolved sooner.
21PROJECT MANAGEMENT 2.4 Development and description of techniques to maintain productive collaboration with the stakeholders In order to maintain productive collaboration with the stakeholders the techniques must be followed are as follows: Creation of clear and compelling cause: In order to create cohesion, the team members should provide convincing reasons to the team members regarding company mission, vision and strategies. Apart from this, the project stakeholders are required to establish a team goal to make the progress much easier and consumer centric. Encourage the team members: The team members are needed to be motivated and encouraged accordingly so that they can feel interested regarding their assigned job roles and responsibilities. It will give the project team members a better understanding so that they can recognize, reward and celebrate a collaborative behavior each phase of the project design and development. 2.5 Techniques for conflict resolution Implementation of open communication: In order to avoid conflict among the project manager and the project team members each of the members needs to use open communication strategy. Open communication gives the members an interactive and independent platform where they can share their ideas and innovation much clearly. Developing common norms and values: The project manager should develop common norms and values for the project team members. It is desired that, all the members will follow those common norms and regulations to resolve intra team conflict. The issues of project scope creep and performance errors will be resolved or mitigated with such implementation.
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22PROJECT MANAGEMENT 2.6 Challenges faced project leaders while managing culturally diverse project team Misinterpretation of professional communication: The professional communication used by the project team members can be misinterpreted by the project leader while sharing ideas and knowledge. Collegues coming from separate cultural background: If it is found that the collegues are coming from completely separate cultural background then it will be difficult for the leaders to lead them or direct them eventually. Scope creep: A diverse project team can be increased over a project lifecycle due to cultural diversity among the project team members. In such situation the project leader may face severe challenge. Conflicting working style across the project team:If the working styles of the project team members are found to be extremely conflicting and diverse in nature then it will hamper the expected productivity of the organization. 2.7 Explaining the importance of professional behavior In these days professional behavior or professionalism is identified as the major aspects that help to operate the working environment appropriately. It encompasses the behavior of an employee including his or her appearance and followed work ethics as well. It is determined that, an employee who follows high professionalism can perceive being comparatively reliable and credible performers than other working employees.Therefore, professional behavior can lead such employee frequently towards rewards and awards also. Professional behavior can resolve the issues of internal team conflicts by creating a boundary line, sense of responsibilities. Professional behavior can handle complex work cultures and various unavoidable risks also.
23PROJECT MANAGEMENT Thus, while working in any business organization people must follow professional behavioral codes and regulations. Example of unprofessional behavior Non responsiveness: Non responsive behavior of the project manager and the project team members are extremely unprofessionally. Laziness: Lazy approach is another unresponsive behavior with interrupts the project progress pathway. Disclosure of confidential office data: Disclosing the office information outside he office remise is the other unethical behavior. 2.8 Examining the culturally and socially appropriate behaviors relating project management The cultural behaviors are as follows: Adaptability: It is determined that the project manager and project team members are required to have proper cultural adoptability based on the project requirements. If they can create proper acceptance habit then it will support the entire project objectives. Individuality: The team associates should have individuality to add creativity in the project outcomes. The social behaviors are as follows: Team building skills: The project team members must have proper team building skills considering their knowledge and experience.
24PROJECT MANAGEMENT Leadership and motivation skills: The leaders must support the team associates with motivational skills. It will help the project team member to generate a functionally and operationally successful platform. Conclusion From the overall discussion it can be concluded that, in order to design and develop the common room building project in a college campus of New Zealand the project manager should assignprofessionalstakeholders.Theymustpromoteariskmanagementplanand communication management plan in terms of RACI matrix and Risk Register to ensure the success of the project. A list of challenges facing by the project team members and the stakeholders are also elaborated in this report. A risk management plan and techniques for maintaining the productive collaboration along with stakeholders for delivering success project to the consumers are also elaborated. It is assumed that if the project constraints are properly assigned and estimated then the project manager/leader will not face any such massive or major challenge.
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25PROJECT MANAGEMENT References Ahern, T., Leavy, B., & Byrne, P. J. (2014). Complex project management as complex problem solving: A distributed knowledge management perspective.International Journal of Project Management,32(8), 1371-1381. Ahuja,V., & Priyadarshini,S. (2015). EffectiveCommunicationManagementfor Urban Infrastructure Projects. InProject Management National Conference, India. Austin, E. W., & Pinkleton, B. E. (2015).Strategic public relations management: Planning & managing effective communication campaigns(Vol. 10). Routledge. Buenviaje, M. G., Morcilla, G. P., FernanRefozar, R., Macalalad, J. A., & Laguador, J. M. (2016).RoleofEffectiveCommunicationintheOrganizationalCommitment& Employee Behavior as Input to Human Resource Management.Quarterly Journal of Business Studies,2(4), 193-200. Cohen-Vogel, L., Tichnor-Wagner, A., Allen, D., Harrison, C., Kainz, K., Socol, A. R., & Wang,Q.(2015).Implementingeducationalinnovationsatscale:Transforming researchers into continuous improvement scientists.Educational Policy,29(1), 257-277. Conforto, E. C., Salum, F., Amaral, D. C., da Silva, S. L., & de Almeida, L. F. M. (2014). Can agileprojectmanagementbeadoptedbyindustriesotherthansoftware development?.Project Management Journal,45(3), 21-34. Conger, S. (2015). Six sigma & business process management. InH&book on Business Process Management 1(pp. 127-146). Springer, Berlin, Heidelberg.
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